DATE: November 3, 2015
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT
Title
Sidewalk Rehabilitation and Wheelchair Ramps FY 2016 - Districts 1 & 8: Award of Construction Contract
End
RECOMMENDATION
Recommendation
That Council adopts the attached resolution (Attachment I):
1. Increasing the Administrative Change Order amount from $54,545 to $171,411; and
2. Awarding the contract to AJW Construction, in the amount of $580,000.
Body
BACKGROUND
The Sidewalk Rehabilitation Program for the repair of damaged concrete sidewalks consists of two components. One is the removal of tripping hazards from sidewalk displacements or offsets that are less than 13/4 inches. These hazards are removed by saw cutting or grinding the uplifted sidewalk panel across the width of the sidewalk to produce a smooth and uniform surface that meets ADA slope requirements. The trip hazard removal is performed under a separate purchase order contract. Under that contract, the Contractor submits a report to the City which identifies the locations of sidewalk offsets that are larger than 13/4 inches and cannot be repaired by saw cut or grinding.
The other component of the Sidewalk rehabilitation program removes and replaces, with new concrete, all sidewalk displacements exceeding 13/4 inches. This work is included in the award covered by this report. Pursuant to Division 7, Part 3, Chapter 27 of the Streets and Highways Code, sidewalk repair is the responsibility of the property owners. However, property owners may choose to complete the work themselves or to have the repairs completed by the City’s contractor, with the payment of a flat fee of $550 per single family property.
On September 15, 2015, Council approved the plans and specifications for the Sidewalk Rehabilitation and Wheelchair Ramps FY 2016 - Districts 1 and 8 project and called for bids to be received on October 13, 2015.
DISCUSSION
This year’s Sidewalk Rehabilitation Program will repair damaged sidewalks in the Downtown Area (District 1) and Sleepy Hollow-Depot Area (District 8). See Attachments II and III for project location maps. The project also includes the installation and upgrading of handicap access ramps to meet ADA standards, repair of offset or raised concrete curb and gutter, as well as tree trimming and root pruning of existing trees. As part of the project, the contractor will retain an arborist to examine conditions of existing trees and inspect the root pruning work. New trees will be planted where street trees are absent or where an existing tree must be removed because of disease or is in imminent danger of falling. Based on preliminary inspection, staff anticipates removing three trees and planting nine trees in various locations. Approximately 90 separate locations of damaged sidewalks comprising a total of 10,000 square feet or 2% of total area in the City, will be repaired with this project. In addition, 135 new wheelchair ramps will be installed or upgraded to bring the wheelchair ramps into compliance with current ADA standards.
On October 13, 2015, seven bids were received for the Sidewalk Rehabilitation Project. AJW Construction of Oakland submitted the low bid in the amount of $408,589, which is 31.9% below the Engineer’s Estimate of $600,000. JJR Construction of San Mateo submitted the second lowest bid in the amount of $528,463.68, which is 11.9% lower than the Engineer’s Estimate. The bids ranged from $408,589 to $731,412.65.
The low bid received provides an opportunity to repair additional damaged sidewalk locations in the same districts, and install additional wheelchair ramps that otherwise would not have been included, due to limited funds. Therefore, staff recommends increasing the Administrative Change Order amount of the bid by $116,866 to $171,411 to cover this extra work.
All bid documents and licenses are in order. Staff recommends award of contract to the low bidder, AJW Construction, in the amount of $580,000.
COMPLETE STREETS
The project provides for the following improvements in the public right-of-way in compliance with City Council’s Complete Streets Policy:
1. One hundred thirty-five wheelchair ramps will be installed or upgraded to comply with current ADA standards; and
2. Landscape improvements are being implemented to the sidewalk planters by adding nine new trees.
PUBLIC CONTACT
Owners of the affected properties have received certified letters regarding the program along with a response form to return to the City indicating if they want to make the repairs themselves or pay the $550 fee to have the City complete the work. On the response form, property owners are given two payment choices: a $550 lump sum payment or an installment plan of twelve monthly payments. The response form also includes a choice of replacement trees. Additional outreach methods, such as phone calls and site visits by staff, are being implemented to ensure that all property owners are clearly aware of the program and the options available to them.
FISCAL IMPACT
The estimated project costs are as follows:
The Adopted FY 2016 Capital Improvement Program (CIP) includes $800,000 for the Sidewalk Rehabilitation Project in the Street System Improvements Fund. The Adopted FY 2016 CIP also includes $120,000 in the Gas Tax Fund for the Wheelchair Ramps construction. The total appropriation for the two projects is $920,000. Reimbursement from property owners for the sidewalk rehabilitation is estimated to be approximately $82,000. Transportation Development Act funds will reimburse the full amount ($120,000) of the Wheelchair Ramps project.
NEXT STEPS
Prepared by: Yaw Owusu, Assistant City Engineer
Staff contact
Recommended by: Morad Fakhrai, Director of Public Works
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Approved by:
Fran David, City Manager
Attachments:
|
Attachment I |
Resolution |
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Attachment II |
Location Map - District 1 |
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Attachment III |
Location Map - District 8 |
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Attachment IV |
Bid Summary |